SKILLS AND TECHNICAL TRAINING

XAVIER INSTITUTE OF SOCIAL SERVICE, RANCHI

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Sajeet Lakra

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SKILLS AND TECHNICAL TRAINING

In the presentation we discussed about the basic workplace competencies and then reviewed some of the types of training programmes used to improve these competencies. There are many ways that skills training programme can be categorized. Our discussion was around technical training; inter personal skills training and professional development and education. Training in all these areas can be of critical importance to organizations.

WORK PLACE COMPETENCIES

Competence v/s Competencies:

“Competence” means a skill and the standard of performance reached, while “competency” refers to the behaviour by which it is achieved.

Competences refer to the range of skills which are satisfactorily performed, while competencies refer to behaviour adopted in competent performance.

In other words one describes what people can do, while other focuses on how they do it.

What is competency?

“Competencies are the characteristics of a manager that lead to the demonstration of skills and abilities, which result in effective performance within an occupational area. Competencies also embodies the capacity to transfer skills and abilities from one area to another.” Hogg (1993)

Competencies can be defined as skills areas of knowledge, attitudes and abilities that distinguish high performers.

5 Types of competency characteristics:

Motives: - things a person consistently thinks about or wants and that which causes action. Motives “Drive, Direct or select” behavior towards certain actions or goals and away from others.

Traits: - physical characteristics and consistent responses to situation and information. Self-concept:- a person’s attitude values or self image Knowledge:- information a person has in specific content areas. Skill:- the ability to perform certain physical or mental task

Competencies are components of a job which are reflected in behaviour that are observable in workplace. Common elements most frequently mentioned are knowledge, skills, abilities, aptitudes, personal suitability behaviour and impact on performance at work. There are various definition with little difference in them. However the common denomination is observable behaviour in workplace. Criteria of competencies are:

Superior performance Effective performance

Only some competencies can predict performance hence competencies can be divided into two categories:

1. Threshold competencies: these are the essential characteristics that everyone in the job needs to be minimally effective, but this does not distinguish superior from average performers.

2. Differentiating competencies: these factors distinguish superior from average performers.

TECHNICAL TRAINING:

It is a generic term that can encompass a wide range of programs, but we have covered five categories of it. They are:

1. Apprenticeship Training :

In the middle ages it was a way of passing knowledge of individuals working in skilled trades and crafts. The primary purpose of these early programs was preservation of the industrial and craft guilds. Today, it aims at providing trainees the skills needed to meet continually changing job requirements. With the challenges of the global economy and the scarcity of skilled employees, it is imperative that apprenticeship programs be more responsive to these needs. It represents a partnership between employers, labor unions , schools and government agencies.

According to Apprenticeship Act, 1961, section-2(aaa), it means a course of training in any industry or established undergone in pursuance of a contract of apprenticeship and under prescribed terms and conditions which may be different for different categories of employees.

Benefits of apprenticeship training system: This kind of training is popular for many types of jobs because it has got some unique benefits, some of which can be enumerated as under:-

1. Attract adequate number of highly qualified applicants.2. Reduce absenteeism.3. Reduce turnover.4. Increase productivity.5. Reduce cost of training.6. Facilitate compliance with federal and state Equal Employment Opportunity requirements.7. Ensure availability of related technical instruction.8. Enhance problem-solving ability of craft workers.9. Ensure versatility of craft workers.10. Address need of training and development programs of an organization.

Problems of apprenticeship training:

But instead of these benefits they can’t be utilized in all types of training requirement because there are some problems with the present apprenticeship system which are:-

1. Learning is based on time requirements, rather than competency.2. Programs are isolated from other education and training institutions. 3. Programs are concentrated in traditional blue-collar occupations.4. The system has not adjusted to requirements for the period after the initial

apprenticeship.

2. Computer Training

Digital Revolution has caused shift from traditional industries formed since the Industrial Revolution to economy based on manipulating information. Employees are now required to work with computer applications to carry out routine tasks in organizations. Hence computer training has gains strong importance. Computer skill is considered to be very important as employers want their workers to have basic computer skills because their company becomes ever more dependent on computers.

Types of Computer Training Programs:

Introductory Programs

Some computer training is more introductory in nature. These programs introduce trainees to computer hardware and software. Such programs focus primarily on mastering basic software application, such as how to navigate the operating system. Manuals and tutorials are used for this training program as these provide hands-on interactive learning. These courses are designed to help trainees overcome their fear of computers and better understanding of how computers work.

Application Training

Application training covers specific software application available within an organization. Unlike introductory courses, application training is typically provided on an as-needed basis. With the availability of online capabilities via an intranet, employees can access online computer training at any time of the day.

3. Technical skills/knowledge training

When organizations introduce new technology (e.g. by modernizing plants or computerizing operations) they need to update the skills of workers who must use it. Organizations often do this through job specific technical skills/knowledge programs. Such training is often specific to job, process, or equipment, but can also be more general. For example a training program used to teach workers how to operate new machinery would be classified as job specific whereas a training program used to train employees on new policies and procedures would be classified as general.

There are different levels of technical skills/knowledge training. At the lowest level, the goal is to prepare entry-level employees to perform basic functional responsibilities. These programs are similar to basic skills program and combine classroom instruction with on-the-job training. Successful trainees are expected to operate new, advanced equipment.

4. Safety Training

According to Director General of the British Council - “Every 20 seconds of every working minute of every hour throughout the world, someone dies as a result of an industrial accident”. There has been a high safety awareness and consciousness building up lately. The organizations now have dedicated EHS (Environment, Health and Safety) departments to entrust the task of compliance to safety norms. Safety provisions have also been enacted in various labour legislations. Safety is also a very important concern for the Trade Unions as well. As a result safety training has gained much relevance in today’s industries. The essence of safety training lies in preventive and preemptive action, and minimizing chances of accidents by educating the workers about the processes and techniques involved in the production and various other functions being carried out in the organization.

Why safety training is so important?

Safety training is important due to the following reasons;

• Minimizing chance of accidents.

• Ensure risk free execution of tasks.

• Familiarization with equipment and processes.

• Making aware of risks and hazards associated with the processes.

• Developing sense of safety among employees.

• Maintaining productivity.

6 Elements of effective safety programs:

HRD Department has to keep in mind these steps in order to design effective safety programs;

• Formulating strategy.

• Developing safety policy.

• Organizing for safety measures.

• Analysis of causes of accidents.

• Implementation of programs.

• Evaluation of effectiveness through inspection and audit.

Methods of Safety Training

The following are the ways by which safety training is executed;

1. Classroom Training

Focus is on introduction to safe handling of machinery, regulations, reporting procedures etc.

Live instructors Video Presentations Computer based training (CBT) programs

2. Job Site Training

Focus is on actual safety behavior and practices.

Onsite Safety observation

Requirements for successful implementation:

Every safety program will be successful only if it is correctly implemented. Steps for successful implementation include;

• Identification of all potential hazards.

• Top management support and reinforcement.

• Employee involvement.

• Regular and recurrent safety training.

• Effective safety monitoring and accountability.

• Linking with performance evaluation and rewards.

5. Quality Training

Quality can be defined from many perspectives ,including product quality ,service quality ,and customer quality .Product quality is defined as the degree to which products achieve or exceed production standards .Service quality is how well the organization responds to the customer’s need after the product or service is delivered.

Product Quality: It is defined as the degree to which products achive or exceed production should defects, recalls and scrap

Service Quality: It is how well the organization responds to the customers needs after the product or service is delivered. it can be viewed as an attitude based on the customer perception of performance this can be measured by noting things such as service response time, sevice backlog, and customer satisfaction rating.

Customer Quality: It can be defined as the extent to which the organization has met or surpassed overall customer expectation. Such things as customer surveys and tracking customer complaints can measure this. Customer quality should not be ignored. Even when the product or service is technically perfect it may fail in the market place, if it does not meet customer expectations.

2 Phases of Quality Training

Quality Awareness training In-depth Quality Process

Quality awareness training: In this the manager are introduced to the concept of quality improvement and how it will change their role. Awareness session should be led by a top manager who must demonstrate his or her long term commitment to change and make sure that other managers understand their "new role" in this approach, and the kind of support that will be expected from each manager. for example - some organization, like Rock International ensures that middle management has vested interest in TQM by linking the program to their reward structure, in turn these managers are expected to conduct quality awareness sessions in their own units.

In-depth Quality Process: The next phase of TQM generally involves more in depth training in process skills and quality skills, Process skills refer to ways to improve work coordination, solve problems, and resolve conflicts. Quality skills refer to the techniques and tools that can be used for tracking quality improvements. There are at least seven quality tools that can be used process flow analysis cause and effect diagrams run chart, histogram and parato chart and

Statistical Process Control: One of the quality tools statistical process control (SPC) has been most widely applied in various organizational settings. The principal underlying SPC is that most processes demonstrate variations in output and that it is important to derermine whether the cause of such variations are normal or abnormal.SPC is focuses on training employee to be able to discern abnormal variations so that adjustments can be made to the process to improve quality.

2 fundamental skills required for TQM

One outgrowth of Deming's 14 principles is the concept of Total Quality Management(TQM).TQM defined as a set of principles and practices aimed at continually improvement organizational effectiveness and efficiency. It is a process designed to empower all employees to seek continuous improvements in quality. For employees a change to TQM requires them to learn and embrace 2 fundamental skills

1) The ability to work effectively with others in a team.2) The collection, analysis and evaluation of quantitative data in decision making

TQM has become and primary vehicle for introducing quality improvement in all kind of organization, including non profit and those in private industry and government. Depending on the industry between 60% and 90% of US companies have adopted some form of TQM. One of the keys to successful TQM programs in Quality training.

INTERPERSONAL SKILLS TRAINING

Benjamin Franklin once said “when you are good to others you are best to yourself”.

Interpersonal skills are the skills that a person uses to interact with other people. Interpersonal skills are sometimes also referred to as people skills or communication skills. Interpersonal skills involve using skills such as active listening and tone of voice, they include delegation and leadership. It is how well you communicate with someone and how well you behave or carry yourself. Interpersonal skills refer to mental and communicative algorithms applied during social communications and interaction to reach certain effects or results.

Why we need interpersonal skills?

To succeed in management we need good interpersonal skills, we need to understand how to deal with other people. Awareness of our own and others’ interpersonal skills can help us enormously in dealing with the work tasks we are responsible for.

Interpersonal communicative skills will help us to reduce differences with other people and increase your participation in the tasks. Having good interpersonal skills can increase the efficiency of the institution since there are no conflicts.

In a relaxed situation, it makes the communication easy and simple. People with excellent interpersonal skills have the ability to control their emotions in tricky situations and react in an appropriate manner, rather than being emotional about it. An interpersonal skill is all about how well are we able to communicate with somebody. Having positive interpersonal skills increases the productivity in the organization since the number of conflicts is reduced.

In informal situations, it allows communication to be easy and comfortable. People with good interpersonal skills can generally control the feelings that emerge in difficult situations and respond appropriately, instead of being overwhelmed by emotion.

PROFESSIONAL DEVELOPMENT AND EDUCATION

Professional development refers to skills and knowledge attained for both personal development and career advancement. Professional development encompasses all types of facilitated learning opportunities, ranging from college degrees to formal coursework, conferences and informal learning opportunities situated in practice. It has been described as intensive and collaborative, ideally incorporating an evaluative stage . There are a variety of approaches to professional development, including consultation, coaching, communities of practice, lesson study, mentoring, reflective supervision and technical assistance.

Who participates and why

A wide variety of people, such as teachers, military officers and non-commissioned officers, health care professionals, lawyers, accountants and engineers engage in professional development. Individuals may participate in professional development because of an interest in lifelong learning, a sense of moral obligation, to maintain and improve professional competence, enhance career progression, keep abreast of new technology and practice, or to comply with professional regulatory organizations.

Approaches to PD

In a broad sense, professional development may include formal types of vocational education, typically post-secondary or poly-technical training leading to qualification or credential required to obtain or retain employment.

Professional development may also come in the form of pre-service or in-service professional development programs. These programs may be formal, or informal, group or individualized. Individuals may pursue professional development independently, or programs may be offered by human resource departments.

Professional development on the job may develop or enhance process skills, sometimes referred to as leadership skills, as well as task skills. Some examples for process skills are 'effectiveness skills', 'team functioning skills', and 'systems thinking skills'.

Examples of approaches to PD

Case Study Method - The case method is a teaching approach that consists in presenting the students with a case, putting them in the role of a decision maker facing a problem

Consultation - to assist an individual or group of individuals to clarify and address immediate concerns by following a systematic problem-solving process.

Coaching - to enhance a person’s competencies in a specific skill area by providing a process of observation, reflection, and action.

Communities of Practice - to improve professional practice by engaging in shared inquiry and learning with people who have a common goal

Lesson Study - to solve practical dilemmas related to intervention or instruction through participation with other professionals in systematically examining practice

Mentoring - to promote an individual’s awareness and refinement of his or her own professional development by providing and recommending structured opportunities for reflection and observation.

Online professional development

The 21st century has seen a significant growth in online professional development. In the education industry, the use of online sources of professional development represents

a significant shift. Whereas many other industries have used online sources of continuing education and professional practices for many years, traditionally educators have turned solely to internal professional development departments, local education agencies (LEAs), and local colleges and universities to acquire the necessary education .

How to Create a Professional Development Plan:

Having a professional development plan is an important part of career development. A development plan will lay out your career objectives and the path you will take towards achieving them. It will also set up clear expectations between you and your manager. Use the following steps to create an effective professional development plan.

Define Your Career Goals and Objectives

Take some time to sit down by yourself and identify your career goals and objectives within your organization. Clearly write out your one year and five year career goals and what you need to do in order to achieve them. If you need additional support from your management and peers to achieve those goals, identify the people that will be key in your career development.

Identify the Skills and Work Experience Needed For Your to Achieve Your Goals

Write down the type of additional work experience and skills you need in order for you to achieve your career objectives. Identify any additional continuing education classes you need, conferences that you would like to attend and projects you would like to work on.

Frame Your Career Goals Within the Context of Your Current Job

Your career objectives should fit in with your company's objectives. You should be able to define career objectives that will be beneficial for both you and your organization. If your goals are out of sync with what you can accomplish within your current organization, this should be a signal to you to look for change.

Set Up a Career Goal Accomplishment Time Line

In order to accomplish your goals you need to break down your goals into smaller tasks with well defined timelines. Set up a calendar schedule with target dates for accomplishing each task.

Work With Your Manager to Set Up Clear Expectations

If you want to be promoted to a higher level within the next year, work with your manager to identify what is expected of you and how you can achieve that particular goal. If you are interested in working on a different project, make sure that you let your management know extremely early on so that you can ramp up on your new project in ample time. Always keep in mind that you need to project how your particular goal will benefit your work place.

Take Initiative

Once you have identified your career goals, it is your responsibility to be proactive and take the initiative to do what it takes to accomplish your goals. Be willing to adapt and modify your goals according to changing circumstances. Use feedback from your manager, colleagues and friends to constantly evolve your professional development plan. Sometimes external sources are better able to identify your strengths, weaknesses and areas for development.

Employer Benefits of CPD

In today’s working environment, anyone who values their career must be prepared to continually add to their skills, whether it be formally through a learning programme, or informally through experience and knowledge being passed down to them by colleagues and associates. Not surprisingly, in a profession based around technology and innovation Continuing Professional Development is vital to the careers of employees and, more importantly, to those companies and organisations that employ them and rely on their expertise.

Just as an employee increases their productivity and value through their continued development, your company can improve its marketability, efficiency and profitability by supporting and nurturing its most valued asset - your staff.

Employers have a better skilled and more efficient work force Informed employers attract high calibre staff and keep them

Good CPD policies can provide the most cost effective means of providing training, particularly if carried out in partnership with institutions

Individuals will have the skills to react to a changing profession more readily Staff will be more adaptable aiding diversification opportunities CPD support from the employer as far as the employee's are concerned improves

motivation and retention

The benefits of CPD are as great for employers as they are to the individual, and so it is vital that organizations play an active role in the development of their workforce. With a CPD policy, framework or scheme in place companies achieve greater success for themselves as well as access to a skilled and adaptable workforce.

The institutions role can vary to suit the particular needs of the employer, ranging from a formally structured accredited scheme to flexible frameworks and can aid with the access of members to resources such as mentoring, networking opportunities, and information services.

Why Professional Development ?

Professional development brings not only benefits to the individual but also the organisation they work for as well. The following points highlight what these advantages are:-

Retain and sharpen old skills

Skills that you have developed in the past that may have become slightly rusty will be sharpened. It is always good to brush up on these skills because over time, especially if they are not used constantly can start to fade out. For example, writing skills that you learnt at University through writing essays may not be used in your current role, however, revisiting this skill through essays in your new course will allow you to retain the skill and improve on it.

Development of new skills

Professional development will allow a great deal of new skills and knowledge to be learnt. The whole point in getting involved in further development is to advance your abilities and grow so that you can perform more highly skilled and demanding tasks. It allows you to build specific knowledge and competencies that are related to your current role and can prove to be priceless when you return to work.

Industry trends - keeping up-to-date

It is important to ensure you are up-to-date with industry trends and developments and

personal learning can ensure you are doing so. Not only can this help you to perform your own role but also this helps the company understand their position in the marketplace and can assist strategic decision-making.

Fresh Perspectives

It allows you to draw upon fresh perspectives from outside your company and role and think about new ideas and opportunities. By reflecting on these things, you can bring creative solutions back to the company. It can help you to learn relevant tools and best practices that can be brought to the company's strategy and performance. New knowledge creates real-time solutions and innovative initiatives for the company.

Networking opportunities

By going on courses, visiting industry events and other avenues to professional development, you will meet new people and network with industry experts, leaders and like-minded individuals. Building relationships like this can be extremely useful for finding out about career opportunities, work related guidance, business opportunities and insider information etc. This network can come in handy in your current company as well as your future career.

Expand horizons and explore career opportunities

Professional development allows you to think about things and realise the opportunities available to you. With more skills and advanced knowledge that you will gain, you will begin to appreciate what your career prospects are and where your path can potentially go.

Energizing and renewing

Sometimes it is a good idea to take a break and refresh your mind. It can be energising and make you feel like new. By taking time out to personally develop, you will be taking a step away from your role to do something different. The energy and sense of fulfilment can carry positively into your job and personal life.

Professional development is about moving yourself to the next stage in your learning curve, however, not only can this development be of use to you, as the individual but it can also benefit the company you work for. Because of this, companies should consider sending their staff on professional development courses in order to reap the spin-off benefits.

Continuing Education At Colleges And UniversitiesMany colleges and universities offer courses to meet the continuing education needs of professionals. Some benefits that can come out of this arrangement are:

Organisations are able to use the expertise available at colleges. Organisations can sometimes assist the schools in designing courses that arte job specific Organisations can choose instructors College’s credit may be granted, making it possible for employees to obtain a college

degree. Continuing Education By Professional Associations

The main way professional associations provide continuing education opportunities' is by sponsoring conferences, meetings and workshops for their members. The program for these gatherings typically includes speeches by leading experts, discussion of current issues and presentation of research findings.

Company –Sponsored Continuing Education

Organisations also play an important part in offering continuing education opportunities for the professionals they employ. Some organisations have developed college-like curricula within their own training centers.At the same time that many organisations are moving towards decentralizing the delivery of training programs, there appears to be a continuing trends toward developing on-site corporate universities.

HRD Departments Role In Continuing Education

The HRD department has three distinct roles to play with respect to continuing education- as an enabler, a resource provider and a monitor. As an enabler the HRD department must establish policies and procedures that foster an effect and equitable distribution of continuing education throughout the organisation. As a resource provider the HRD department should consider programs–support options, including tuition reimbursement, educational leave, paid professional association fees and compensation of travel expenses to off-site professional development sites. Finally HRD department serves as a monitor by ensuring that professional development process is working as planned.